Purge Service Sage 50 and Peachtree

Our Purge Service deletes and consolidates transactions in closed fiscal years. The outcome of the service depends upon what type of transactions are in your dataset. There is a level of integrity that must be maintained to keep the system balances correct for General Ledger, Inventory, and Job Cost.

What our Purge Service Excels at is “Related Transactions”

After reviewing your purgelog.txt file after you completing a purge, and you find a lot of messages saying:

Unable to purge transactions to many related transactions.

We have you covered.  Our Purge Service will be able to purge those transactions and their related transactions.

Then there is this:

It is not possible to remove all old transactions; different type of accounting information relies on history information and existing transactions. To help explain this, consider your inventory items. If you are using LIFO/FIFO costing methods, there needs to be costing buckets to keep track of your items.  They keep track of when items were purchased, at what cost, quantity purchased, etc. The same holds true for sales. If the complete history was removed there would be no way to determine the items LIFO/FIFO cost for the different quantities available.

Problems with getting the results you want.

• Inventory costing buckets for LIFO and FIFO costing methods.
• Specific unit, serialized Items
• Job costing
• The two-year open accounting period window
• Many to one transactions – many invoices paid by one check.
• Related transactions.  Reason: Could not purge related trans
• Not setting Maintenance Records to inactive
• Related transactions in prior periods. (Transactions that have crossed over closed periods or open years.)

Purging is a time-consuming process because it requires a thorough review of each transaction record. This includes verifying the inventory ID and tracing its connections to other transactions, such as purchases. Additionally, it’s necessary to determine if the purchase transaction is linked to a purchase order and involves LIFO/FIFO costing methods. If LIFO/FIFO is used, those records must be preserved to maintain accurate costing buckets.

Costing buckets work off dates; that’s where LIFO/FIFO comes into place. If the inventory quantity at the purge time frame is not zero, none of the transactions for those Inventory items can be purged. Due to this, it causes a roll-up effect that stops any transactions tied to that item not to purge.  This will cause all other inventory items on that same transaction not to purge.  This will affect all other transactions that contain that same inventory item not to purge.

Everything is related, so one transaction can stop all related transactions from being purged.

So what can be done?

 

Try our Purge Service First.

 

We address the primary issue of related transactions by separating the Cash Receipt and Cash Disbursement Journals associated with Sales Invoices and Purchases. Each one is then paid individually, which liberates the transactions that were previously linked, creating separate entries for each. This method effectively resolves the related transaction errors indicated in your purgelog.txt file. Our purge service is designed to tackle the prevalent issue of being unable to purge related transactions.

By isolating these transactions, we are able to purge approximately 45% to 75% more transactions than the standard Sage 50 Purge. The actual percentage depends on which features are in use and whether the transactions are necessary for Job Costing, Serialized Inventory, or LIFO/FIFO Costing Buckets.

 

Start a new company with beginning balances.

Starting a new company is a viable option. DataSoft is capable of generating all necessary maintenance records, customer profiles, vendor details, inventory lists, and more. We will incorporate any pending transactions, sales orders, sales journals, purchase orders, and purchases. The main concern arises if you utilize LIFO/FIFO methods. Initially, inventory evaluation should be introduced using Average Costing. Importing actual costing buckets from LIFO/FIFO would be counterproductive, as it would necessitate importing all past transactions. However, once you begin finalizing inventory transactions, the LIFO/FIFO buckets will begin to accumulate correctly.

Most companies try to use our Purge Service First see what the results are then in the last effort they will rebuild the company.